Receptionist-ACAM

Associa; Austin (TX); On-site; USD 25,000 - 29,000; Full time

Job summary

Associa in Austin, TX is seeking an Assistant Community Manager to provide clerical and administrative support to the lead Community Manager(s) and liaise with homeowners, vendors, and board members. The role includes ARB processing, file maintenance, and assisting with website access and communications.

The position requires strong Microsoft Office skills, HOA knowledge, and excellent communication with a focus on timely responses and accuracy.

Qualifications

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of communities/property/real estate, and homeowners' associations.
• Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with the requests of homeowners.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Knowledge of conflict resolution techniques at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Self-motivated, proactive, detail-oriented, and a team player.
• Time management and time-critical prioritization skills.

Responsibilities

• Provide clerical and administrative support for multiple properties and ARB processing.
• Address inquiries and resolve concerns with homeowners, management, and vendors within 24 hours.
• Assist owners with the Association website, access to rules, minutes, and newsletters.
• Maintain, update, and organize property unit files within the portfolio.
• Process mail and other forms; handle paychecks bi-weekly.

Skills

Professional communication

Customer service

Time management

Detail-oriented

Team player

Tools

Microsoft Office

Job description

Job Description

Assistant Community Manager

Job Summary

An Assistant Community Manager is responsible for providing clerical and administrative support to the lead Community Manager(s). The Assistant Community Manager is the liaison to the lead Community Manager(s) and homeowners primarily, but will also occasionally interact with vendors, board members, and committee members, as well as staff at the Associa Client SharedService Center (CSSC) and within the branch office in Austin, TX.

Duties include, but are not limited to:

• Complete digital and physical administrative tasks for multiple properties. These include, but are not limited to, the preparation of governing documents, the Architectural Review Board (ARB) application processing, receiving and sorting incoming mail/packages to record, dispatch, and distribute to the correct recipient.
• Address inquiries and resolve concerns with homeowners, management, and vendors within 24 hours.
• Assist owners with the Association website for access to rules, governing documents, minutes of meetings, community project communication, and newsletter distribution.
• Maintain, update, and organize property unit files within the designated portfolio.
• Process mail and other forms as they arrive at the office. Responsible for sending out paychecks bi-weekly.
• Act as the first point of contact for homeowners when visiting the office.
• Assist lead Community Manager with on-site community inspections as necessary, drafting hearing letters, researching repair quotes, work order updates, and annual meeting notifications.
• Assist lead Community Manager with bulk mailing, financial statements, and communicate results of hearings to owners within the time frames set by state statutes or governing documents as needed.
• Process account payables to include proper coding, facilitate and process recurring/auto-payments, research past due bills, check requests, and obtain signatures.
• Create reports (landscape, emergency work orders, delinquencies, violations) out of the management software and mailing system.
• Work cross-functionally with other departments, communities, and Associa's specific communication portals to ensure payments, flyers, and/or newsletters are properly posted.
• Engage in Associa training, including Associa University webinars, vendor-hosted virtual Power Hours, and company incentive contest programs that embody the Mission and Values of the company.
• Other duties as assigned.

Compensation

$19.00 per hour; direct experience highly considered.

Requirements

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of communities/property/real estate, and homeowners' associations.
• Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with the requests of homeowners.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Knowledge of conflict resolution techniques at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Self-motivated, proactive, detail-oriented, and a team player.
• Time management and time-critical prioritization skills.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.